Record attendance on the day of the general meeting
In the Attendance tab of the general meeting, click "Register attendees". In the "Meeting attendance control" dialog, mark who attends and who is represented, and click "Confirm N attendees". Only attendees are reflected in the minutes.
On this page
Before you start
- The general meeting must be "Convened". Before you send the notice there is no attendance to record.
What you already know before you start#
The Attendance tab fills in by itself from the moment you send the notice: anyone who appoints a proxy in Sttok appears with the name of their representative.
At the top, four figures: "Attendees", "Proxies", "Pending" and "Not attending". Below, the "Attendee list", with the number, the name, the shares, the %ND, the representative and whether they attend. Click "Refresh attendance" to fetch the latest responses.
How to record it#
- Click "Register attendees". The "Meeting attendance control" dialog opens, with the representatives at the top and the shareholders below.
- Answer "Did all shareholders attend?". If you say "Yes", everyone is marked at once and you only need to correct the exceptions. If you say "No", everyone is unmarked and you go one by one.
- Mark those who attend in person.
- Mark "Represented" and choose the representative. The shareholder's row shows who represents them.
- Click "Confirm N attendees". The button tells you how many you have marked. The list and the figures are updated.
Only attendees are reflected in the minutes. The minutes Sttok drafts count those present and represented and the percentage of the share capital they hold. If someone is not marked, they do not appear.
What happens next#
- The "Attendee list" shows each shareholder with their shares, their percentage, their representative and their status.
- The attendee list can be sent for signature: its envelope appears in the Signatures tab.
- In the Votes tab, "Select attendees" narrows the voting list to those who attended. Continue in Open and close voting.
Frequently asked questions#
Can I correct attendance later?
Yes, as long as the general meeting is still "Convened": click "Register attendees" again, change what you need and confirm. Once you end the meeting, attendance is fixed.
A shareholder confirmed online but did not turn up.
Unmark them in "Register attendees". What counts for the minutes is who actually attended, not who said they would come.
Related
- Open and close voting With the general meeting convened, switch on "Voting active" on its card in the list so that shareholders can vote from their page, record in the Votes tab the votes of those voting in the room and, when you finish, click "End meeting": voting closes and the result of each item is fixed.
- The minutes and their signature Sttok drafts the minutes and the certificate of resolutions with the data of the general meeting: the chair and secretary, the attendees and the result of each item. In the Minutes tab you review them and click "Request signature". In the Signatures tab you track who has signed.
- Appoint a proxy for a general meeting If you are not going to attend the general meeting, you can ask someone else to vote for you. You do it from the link in the notice email, in four steps, and sign on the same screen, including on your phone.